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Administrative Assistant- CIDC/CEDC

Company: City of Conroe
Location: Conroe
Posted on: September 1, 2020

Job Description:

JOB SUMMARY:This position is an advanced, responsible position that provides administrative support to the Executive Director as well as other members of the Department. The work requires maturity and extensive knowledge of office procedures and equipment, current software programs and City and department policies and procedures. This position must be able to perform multiple tasks with numerous interruptions. Flexibility and the ability to quickly learn and project needed resources is required. Customer service is first and foremost to our internal and external clients.JOB SCOPE:Assist the department in the accomplishment of its goals and objectives through the annual plan of work.PRINCIPAL DUTIES & RESPONSIBILITIES:The listed duties are essential job functions that the position has been created to perform. The list of duties is not exhaustive. The employee may be called upon to perform any task that is implied from the listed duties or is within the scope of the job summary.* Receive visitors in front office area and answer incoming phone calls. Guide calls and visitors to appropriate area. Take and properly distribute messages to staff.* Create and maintain project and department files.* Process all purchase orders, requisitions, credit cards for department staff and regular payables in the InCode system. Serve as support for Executive Director in preparation of annual budget for the department.* Schedule appointments when necessary for various CEDC functions. Maintain and assist staff with travel arrangements (including on occasion the City Administrator, Mayor and Council members).* Act as administrative support for the CEDC Advisory Board of Directors. Prepare minutes of the meetings and distribute meeting invitations and reminders for the quarterly meetings.* Serve as a custodian of records for the department, to include assistance in response to open records requests and assure compliance with record retention requirements and laws.* Provide clerical support to the Executive Director and other office staff. Produce memos, reports, spreadsheets, and correspondence. Prepare items for City Council Agenda.* Conduct Cost of Living Index research three times a year and file the reports with the Council for Community Economic Research. Run real estate and other data searches and distribute information as necessary under the guidance of the Executive Director and at the request of other office staff. Update and publish the manufacturing directory and the apartment directory annually.* Maintain the front office and meeting room, ordering supplies and providing support for client and board meetings.* Maintain confidentiality of business and industrial inquiries.* Other duties as assigned.KNOWLEDGE, SKILLS, AND ABILITIES:* Knowledge of current software to include desktop publishing, Microsoft Word, Excel, Access, etc.* Strong communication skills to include grammar, spelling, and punctuation* Ability to interact with the public in a professional and pleasant manner in person and on the telephone* Ability to construct professional memos, letters and other correspondence* Ability to multi-task and prioritize multiple projects with minimal supervision* Must have excellent organizational skills and be flexible and adaptable to work environment changes* Knowledge of budget and basic accounting practices* Ability to work in stressful situations with constant interruptions* Must be a self-starter an independently work to maintain overall office activities and complete project related work assignments.* Ability to lift and carry up to 40 lbs.EDUCATION, CERTIFICATION, & EXPERIENCEREQUIRED:* High school diploma or GED required. Some college coursework preferred but not required.* Ability to obtain Texas Notary certification or current Texas Notary is preferred.* Five (5) years of experience as an executive secretary, administrative assistant, or office manager or similar position required. Experience in an economic development or marketing environment preferred but not required.* Accurately type 60 wpm.* Experience using Microsoft Office, spreadsheets, desktop publishing, databases, word processing, presentation software (PowerPoint), etc.* Experience with basic budget practices.

Keywords: City of Conroe, Conroe , Administrative Assistant- CIDC/CEDC, Administration, Clerical , Conroe, Texas

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